INTRODUCTION and TERMINOLOGY

We are committed to preserving the privacy and security of the personal information we hold about our customers and those who make contact with us. We have developed this privacy policy to explain how we manage and use this personal information here at Balearic Outdoor Holidays.

Balearic Outdoor Holidays CB is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).

Our full details are:

Balearic Outdoor Holidays, CB
Email address: sales@menorcawalkingholidays.com
Postal address: San Lorenzo 7, 07730 Alaior, Menorca, Islas Baleares.

A “customer” is someone who makes a booking or uses any of the services that we provide.

A “contact” is someone who makes an enquiry or contacts us on our website, in person or by letter, phone email or text, but is not a customer of ours.

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at sales@menorcawalkingholidays.com

PERSONAL INFORMATION WE COLLECT AND HOLD AND THE PURPOSE FOR WHICH WE USE IT

This Privacy Policy applies to all personal information collected by us, by whatever means, both for  customers and for contacts. The first section below applies to customers and explains under 4 separate headings what personal information we collect about customers, how we collect it, what we use it for and the legal basis for which we do so. The second section below provides all the same information for our contacts, again under 4 separate headings. Customers should also read the section headed ‘PHOTOGRAPHS’ below.

CUSTOMERS

• What personal information do we collect from our customers?

The personal information we collect may include:-

(i) name, email address, home address, phone numbers;

(ii) date of birth and passport information (required both to procure accommodation bookings and for invoicing purposes);

(iii) dietary, health and next of kin information required in order to provide the best service possible for our guests);

(iv) booking history;

(v) transactional data including details about payments made to us and other details of services you have purchased from us;

(vi) information relating to your use of our services, such as room preferences and special requests, etc.

(vii) marketing preferences.

• How is our customers’ personal data collected?

We will collect this data from you when you provide it to us by phone, email, post, through our website, in person or by filling in our booking form.

• Legal basis for processing our customers’ information

We will only use your personal information as the law permits. By law we are required to tell you the legal bases upon which we rely in processing your personal information. The legal bases we principally rely upon are these:-

(i) it is necessary for the performance of a contract between us for the provision of services or in order to take steps at your request prior to entering into such a contract; and/or

(ii) it is necessary for the purposes of the legitimate interests of pursuing and developing our business, where such interests are not overridden by your rights or interests.

Occasionally we may also rely upon the following legal bases for processing:-

(i) you have given your consent to the processing; and/or

(ii) it is necessary for us to comply with a legal obligation on us; and/or

(iii) it is necessary to protect your vital interests or those of another individual.

Where we rely on consent to process your personal information, you may withdraw that consent at any time by emailing us at sales@menorcawalkingholidays.com

• What do we use our customers’ personal information for?

We intend to use your personal information for the following purposes:-

(i) to fulfil your bookings and/or to provide services you request from us;

(ii) to collect payment from you;

(iii) to administer and manage our relationship with you;

(iv) where you have made a reservation with us, to send you information before your visit to confirm the reservation and to provide you with other information relating to your reservation which we think you may find of interest;

(v) to send you marketing and promotional material where we think this may be of interest to you (unless you have opted out of reciiving this by emailing us at sales@menorcawalkingholidays.com

(vi) where required by law; and

(vii) where necessary to protect your health or well being or that of another individual.

CONTACTS

• What personal information do we collect from our contacts?

The personal information we collect may include:-

(i) name, email address, home address, phone numbers

(ii) details of enquiries received and responses given

(iii) marketing preferences

• How is our contacts’ personal data collected?

We will collect this data from you when you provide it to us by phone, email, post, through our website or in person.

• Legal basis for processing our contacts’ information

We will only use your personal information as the law permits. By law we are required to tell you the legal bases upon which we rely in processing your personal information. The legal bases we principally rely upon are these: –

(i) you have given your consent to the processing; and/or

(ii) it is necessary for the purposes of our legitimate interests of pursuing and developing our business, where such interests are not overridden by your rights or interests.

Occasionally we may also rely upon the following legal bases for processing:-

(i) it is necessary for us to comply with a legal obligation on us; and/or

(ii) it is necessary to protect your vital interests or those of another individual.

Where we rely on consent to process your personal information, you may withdraw that consent at any time by emailing sales@menorcawalkingholidays.com

·   What do we use our contacts’ personal information for?

We intend to use your personal information for the following purposes: –

(i) to fulfil your requests for information;

(ii) to send you marketing and promotional material where we think this may be of interest to you (unless you have opted out of receiving this by emailing sales@menorcawalkingholidays.com

(iii) where it is required by law; and

(iv) where necessary to protect your health or well being or that of another individual.

PHOTOGRAPHS

Whilst our customers are holidaying with us, we often take group photographs of the activities undertaken and may use some of these to promote our holidays on our website and Facebook page. On returning our booking form you will have confirmed that we may use photographs in which you feature for this purpose. If at any time you wish to withdraw this permission, please let us know in writing at sales@menorcawalkingholidays.com and state which photo/s you object to and we will immediately remove them from our website/facebook page.

MARKETING TO YOU

You may receive marketing communications from us: –

(i) if you have specifically requested that information from us; or

(ii) if you are a customer and you have not opted out of receiving that marketing (which you may do by emailing us at sales@menorcawalkingholidays.com)

(iii) if you are a contact and have given us permission to send you marketing information.

Please note, you can ask us to stop sending you marketing messages at any time by following the unsubscribe links on any of our marketing messages sent to you or by emailing us at sales@menorcawalkingholidays.com

If you opt out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as purchase of our services, etc.

IF YOU FAIL TO PROVIDE PERSONAL INFORMATION REQUESTED

Where we need to collect personal data by law or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a service you have booked with us but we will notify you if this is the case at the time.

We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.

We may process your personal data without your knowledge or consent where this is required or permitted by law.

SHARING YOUR PERSONAL INFORMATION WITH OTHERS

We will not disclose personal information we hold about you to any third party except where required by law or as follows: –

(i) to third parties who provide services to us, and act as data processors for us;

(ii) to professional advisers including lawyers, bankers, auditors and insurers;

(iv) to HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances.

Also in the event that we sell any business or assets, we may disclose personal information we hold about you to the prospective and actual buyer of such business or assets. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.

Please note that we do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

INTERNATIONAL TRANSFERS

Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.

If we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place:

• We will only transfer your personal data to countries that the European Commission have approved as providing an adequate level of protection for personal data by; or
• Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or
• If we use US-based providers that are part of EU-US Privacy Shield, we may transfer data to them, as they have equivalent safeguards in place. If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

DATA SECURITY

We do everything we can to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential.

If we suspect a personal data breach, we will notify you and any applicable regulator of a breach if we are legally required to.

DATA RETENTION

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

YOUR LEGAL RIGHTS

Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.

If you wish to exercise any of the rights set out above, please email us at sales@menorcawalkingholidays.com.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the supervisory authority for data protection issues in your country. We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

COOKIES

We may use cookies from time to time. Cookies are small text files a web site can use to recognize a repeat visitor to the web site. We may use cookies for various reasons. If you do not want Balearic Outdoor Holidays to deploy cookies in your browser, you can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

CHANGES TO THIS POLICY

We may need to make changes to this Privacy Policy from time to time to take account of changes in law or the needs of our business. Please refer back to this page regularly to see any changes or updates to this Policy.